Electronics fair shopping list

An electronics fair needs more than tables and display equipment. You also need enough power access, cable management, payment and registration equipment, and reliable ways to keep exhibitors connected. Use this list to check quantities against your floor plan, exhibitor count and visitor numbers before you shop. Arrange technical equipment and internet access early, then buy consumables, labels and small replacements close to the event date.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Trade fair tablesqty 30
Chairsqty 100
Bar stoolsqty 12
Registration deskqty 2
Bar tablesqty 4
Waste binsqty 12
Clothes racksqty 4
Storage binsqty 20

Equipment

Projectorqty 2
Projection screenqty 2
Laptopsqty 3
Payment terminalsqty 3
Wi-Fi hotspotsqty 3
Extension cordsqty 25
Power stripsqty 30
USB chargersqty 10
USB sticksqty 10
HDMI cablesqty 10
DisplayPort cablesqty 6
Ethernet cablesqty 12
Cable traysqty 20
Cable tiesqty 200
Cable reelsqty 6
Tool casesqty 4
Measuring tapesqty 4
Cordless screwdriversqty 3
Spare batteriesqty 40
Flashlightsqty 6
Walkie-talkiesqty 8
Headsetsqty 4

Lighting

LED work lightsqty 8
Light standsqty 6
Night lightsqty 4

Decorations

Trade show bannersqty 8
Roll-up bannersqty 10
Tableclothsqty 30
Stage backdropsqty 2
Directional signsqty 20
Stand number signsqty 40
Name badge holdersqty 120
Table display standsqty 40
Adhesive stripsqty 10
Gaffer tapeqty 12

Tableware

Coffee cupsqty 100
Glassesqty 150
Platesqty 100
Cutlery setsqty 100
Serving plattersqty 20
Serving tongsqty 12

Kitchen

Coffee machinesqty 4
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Ice binsqty 4
Cutting boardsqty 4
Bread knivesqty 4
Cool bagsqty 10

Catering

Groceries
- Coffee - 6 packs
- Tea - 8 boxes
- Decaffeinated coffee - 2 packs
- Sugar - 3 kilograms
- Sweetener - 2 boxes
- Milk - 12 liters
- Oat milk - 6 liters
- Lemons - 3 kilogram
- Cola - 12 bottles
- Cola Zero - 12 bottles
- Orange soda - 8 bottles
- Iced tea - 8 bottles
- Spa Blauw - 40 bottles
- Spa Rood - 20 bottles
- Apple juice - 6 packs
- Orange juice - 6 cartons
- Beer - 6 crates
- Alcohol-free beer - 2 crates
- White wine - 12 bottles
- Red wine - 6 bottles
- Prosecco - 6 bottles
- Ice cubes - 30 kilograms
- Savory puff pastry snacks - 300 pieces
- Mini pizza slices - 250 pieces
- Cheese cubes - 5 kilogram
- Grapes - 5 kilograms
- Cherry tomatoes - 4 kilograms
- Cucumbers - 3 kilograms
- Carrots - 3 kilogram
- Bell pepper strips - 3 kilograms
- Hummus - 10 tubs
- Cream cheese - 2 kilograms
- Brie - 2 kilograms
- Mild cheese - 3 kilograms
- Smoked chicken breast - 2 kilograms
- Vegetarian spread - 12 tubs
- Baguettes - 20 pieces
- Mini rolls - 300 pieces
- Wraps - 120 pieces
- Paprika chips - 10 bags
- Plain chips - 10 bags
- Salted peanuts - 5 bags
- Mixed nuts - 5 bags
- Olives - 8 jars
- Pickles - 5 jars
- Mayonnaise - 4 bottles
- Ketchup - 4 bottles
- Mustard - 3 jars
- Garlic sauce - 3 bottles
- Napkins - 1500 pieces
- Paper cups - 500 pieces
- Wooden stirrers - 500 pieces
- Paper straws - 300 pieces
- Aluminum foil - 4 rolls
- Plastic wrap - 4 rolls
- Baking paper - 4 rolls
- Paper towels - 12 rolls
- Trash bags - 100 pieces
- Pedal bin liners - 100 pieces
- Dish soap - 4 bottles
- Dishwasher tablets - 60 pieces
- Cleaning spray - 6 bottles
- Disinfecting wipes - 12 packs
- Microfiber cloths - 30 pieces
- Hand soap - 8 bottles
- Toilet paper - 48 rolls
- Paper towels - 12 packs
- Air freshener - 6 spray cans
- Bandages - 4 boxes
- Pens - 100 pieces
- Pencils - 50 pieces
- Permanent markers - 30 pieces
- Notebooks - 30 pieces
- Name stickers - 300 pieces
- Wristbands - 1200 pieces
- Printer paper - 5 packs
- Tape - 12 rolls

Tips

Count one exhibitor table and at least one chair per registered exhibitor, then add a small reserve if the floor plan allows. Keep bar stools and bar tables separate from exhibitor furniture so they do not reduce display space.
Check every exhibitor’s power and presentation requirements before buying cables. Plan power strips, extension cords, cable reels and cable trays by zone, and bring spare batteries for tools and flashlights.
Prepare registration supplies for the busiest arrival period, not the daily average. Have the registration desk, printed registration list, badges and payment terminals ready at least 60 minutes before doors open.
Do not leave Wi-Fi and charging until setup day. Reserve the required hotspots or internet service in advance, and provide USB chargers, laptops and the correct HDMI or DisplayPort cables for presentations.
Buy cable ties, labels and storage bins earlier than you think you need them. Keep tool cases, cordless screwdrivers, measuring tapes and spare batteries together so setup issues can be fixed without searching across the venue.

Frequently asked questions

What do I need for an electronics fair?: Plan exhibitor tables, chairs, registration furniture, display and presentation equipment, power distribution, cables, Wi-Fi, payment terminals and signage supplies. Add one complete technical backup set, including spare batteries and extra cables, before shopping.
How many tables and chairs do I need for an electronics fair?: Start with one trade fair table and at least one chair per registered exhibitor. Add a reserve of 5–10% where space permits, especially if late registrations or shared stands are possible.
How much power equipment should I bring to an electronics fair?: Count power needs by floor-plan zone rather than buying one long extension for the whole room. Allow at least one power strip per active exhibitor area, plus spare extension cords, cable ties and cable trays for safe routing.
When should I arrange Wi-Fi and presentation equipment?: Reserve Wi-Fi, hotspots and any venue internet service at least 2–4 weeks before the fair. Test laptops, projectors, screens, HDMI cables and DisplayPort cables during setup, ideally several hours before visitors arrive.

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